Guidelines - Summer Session 2012 Page 1
APR 19: GUIDELINES FOR SUMMER SESSION
APR 19 Table of Contents:
1. Scheduling Summer Session
2. Course Classifications and Instructor Compensation
3. Educational Travel Activity/Course
4. Course Proposals
5. Course Enrollment Guidelines
6. Budget Allocations (Being revisited)
7. Additional Course Cost(s)
8. Faculty Summer Course Load
9. Faculty Contract and Payment Process for Resident and Distant Credit Summer Courses
10. Student Summer Course Load
11. Add/Drop Dates
12. Grades
13. Wait List
14. Refund Dates
15. Payment Deadlines
16. Dropped Schedule for Nonpayment
17. Account Holds
18. Marketing Summer Session
These guidelines are intended to be used for typical summer session courses. As in all procedures there are exceptions that will need to be coordinated with the appropriate department head, dean, and division directors.
- Scheduling Summer Session
See the attached Parts of Term document from the Registrar’s Office as well as the guidelines for standard class meeting times.
Be aware that summer courses offered in the Last 8 Week Term (L8W) or the Full Summer Term (15 week) will end after the graduation conferral date. Scheduling such courses will defer a graduating student’s degree to December conferral.
Classes will not meet on the designated Independence Day Holiday.
Classroom time should include increased flexibility in content delivery and reduce restrictions imposed by the traditional model. According to the UNC Policy Manual: 400.1.6—“all UNC campuses must ensure that every course offered for academic credit adheres to the standard of a minimum of 750 scheduled minutes of instructional time or the equivalent per credit hour. The time may include required examination periods, but may not include study days. In setting the academic calendar for each semester, campuses may set holiday periods, study days, and final examinations appropriate to accommodate the scheduled classes. In no case may a campus set a calendar that has optional final examinations if the time is considered a part of the required minimum class time.”
The Coulter Faculty Center for Excellence in Teaching and Learning provides support for online teaching. Instructional facilitators are available for one-on-one assistance.
Final examinations for classes in each session will be scheduled on the last scheduled class day at the regularly scheduled class time.
Registration for each session must occur prior to the census date reporting for the specific Summer Term.
Available Link (press control/left click to access the link)
Part of Term Deadlines Summer 2012
2. Course Classifications and Instructor Compensation*
Deans will stipulate which courses are classified as Guaranteed, Contingent, Entrepreneurial, Internship (I,II, or III), Cross-Listed or Educational Travel. Educational Travel courses will be the only classification that will be cancelled due to low enrollment. All Summer Session courses (except Educational Travel—APR #20) will be compensated on the same basis.Although, the tuition received for Distance Education courses will not deposited into the Resident Summer Session account, the compensation for Distance Education courses will be determined under the same guidelines as Resident Summer Session courses. For the purposes of determining faculty compensation, the tuition received for Distance Education courses will be calculated the same as for Resident Summer courses.
Faculty compensation may be adjusted based on enrollment –up or down—depending on the course classification. While the Base Salary Formula (BSF) rate for 2012 is set at .028, the hope is to increase this over time to .033. However, keep in mind that for Contingent Courses the Base Salary Formula Target (BSFT) includes the Base Salary Formula plus fringes:
BSFT = (base salary X 0.028 X credit hours) X 1.2039
Revenue formula: ug or g tuition rate X credit hours X student enrollment
Full time BSF*: (base salary X .028 X credit hours)
Example BSF: $65,000 X .028 X 3 = $5460
Example BSFT: ($65,000 X .028 X 3) X 1.2039= $6573.29
Maximum Compensation for full time faculty member is $2200 per credit hour
Adjunct and Retired Faculty: rate per credit hour
Masters$900
Terminal Degree $1000
The maximum total summer instructional salary for faculty, excluding grants and contracts, must comply with university and regulatory policies.
Guaranteed Courses: Courses needed regardless of enrollment. Faculty compensation will not be adjusted according to enrollment. Bonus pay does not apply to this classification.
Contingent Courses: The base rate for faculty compensation will be $900/1000 per credit hour. Maximum compensation will be the Base Salary Formula (BSF) –base salary multiplied by .028 multiplied by credit hours. Bonus pay does not apply to this classification. Maximum compensation for any faculty member is $2200 per credit hour. The tuition revenue for each
*any deviation from these payment guidelines must be approved by the department head and dean.
Contingent course section must be equal to or greater than the BSFT (which includes 20.39 % fringes) in order for the faculty member to receive maximum compensation. Expressed another way, the breakeven enrollment point (also termed the Maximum Breakeven Enrollment
Point or MaxBEP) must be met to receive maximum compensation. If the MaxBEP is not met, the rate of pay will be determined using the base rate per credit hour.
A graduated pay component is incorporated into the compensation formula for Contingent courses. The graduated pay component adds an incremental amount per student above the minimum enrollment breakeven point (MinBEP) when the minimum breakeven enrollment point has been met, but the maximum breakeven point (MaxBEP) has not been met. The maximum compensation rate of $2200 per credit hour may not be exceeded.
To determine the Graduated Pay, it is necessary to define a Maximum Breakeven Enrollment Point (MaxBEP) and a Minimum Breakeven Enrollment Point (MinBEP). See breakeven point (BEP) definitions below.
Breakeven Enrollment Point (BEP) Definitions and Graduated Pay Example:
Example:
Faculty member’s base salary = $65,000
Course is an undergraduate course with 3 credit hours
Faculty member has a terminal degree
Undergraduate tuition is $160/credit hour
Enrollment on capture date is 10 (does not meet the MaxBEP, but does meet the MinBEP)
Maximum Breakeven Enrollment Point (MaxBEP) Formula = BSFT/tuition per credit hour x credit hours.
Example MaxBEP = $65,000 x .028 x 3 ch x 1.2039/$160 per credit hour x 3 credit hours = 13.69 students.
Minimum Breakeven Enrollment Point (MinBEP) Formula = Base rate per credit hour x credit hours x fringe benefit factor/ tuition per credit hour x credit hours
Example MinBEP = $1000 x 3 ch x 1.2039/$160 per credit hour x 3 credit hours = 7.52 students.
Incremental Graduated Pay Formula: Base Salary x .028x 10%.
Example Incremental Graduated Pay: $65,000 x .028 x 10% = $182.00 per student above MinBEP.
In the example, there are 2.48 students above the MinBEP (10 students enrolled minus 7.52 MinBEP = 2.48).
Final compensation = $3000 + ($65,000 x .028 x 10% x 2.48) = $3451.36.
Entrepreneurial Courses: Courses where the faculty member agrees to teach the class regardless of enrollment and assumes all risks. The faculty member receives the tuition generated (with fringes included in the calculation) up to the BSFT (base salary X .028 X credit hours X 1.2039) and is rewarded with high enrollment bonuses—equal to $25 per credit hour per student above target enrollment for BSFT. In the event that an adjunct faculty member is teaching an entrepreneurial course, the BSFT target enrollment, which is the point at which bonus pay begins, instead will be determined using the minimum pay per credit hour based on the instructor’s degree type. That is, $900 per credit hour for a Masters degree and $1000 per credit hour for a terminal degree.
Independent Study Courses: These courses are designed for very low enrollment and the compensation is a rate per student per credit hour as determined by each college. Compensation for an independent study course may not exceed the tuition generated for the course.
Internship Courses: These courses are designed to provide internship instruction to students. The level of compensation is based on the level of the faculty member’s involvement and responsibility and the number of students enrolled. Each college determines the per student compensation for each level of internship instruction.
Internship Tier I: Students are participating in an internship or practicum and participate in work under the supervision of a practitioner or employer. The university instructor is responsible for oversight and assigning the final grade. Few or no additional assignments are given, although faculty may review weekly logs, give feedback to students and/or make a minimum of one call or visit to the internship site to speak with both student and practitioner/employer supervisor.
Internship Tier II: Students are participating in an internship or practicum and participate in work under the supervision of a practitioner or employer. The University instructor is responsible for oversight and assigning the final grade. Students are given several substantive assignments to be evaluated by the instructor (more than weekly journals) and/or the instructor makes two or more site visits or calls to speak with each student and each practitioner/employer supervisor.
Internship Tier III: Students are participating in an internship or practicum in a more intensive clinical or work experience. There is extensive monitoring and instruction provided by the faculty member (e.g. faculty member provides daily supervision).
Cross listed courses: Courses that are cross listed as resident/distance or undergraduate/graduate will be compensated as one course. One of the cross-listed courses needs to indicate what type of classification (guaranteed, contingent, etc.) and the other section needs to be indicated as Cross Listed with a comment in the text box to identify which sections are paired together for the cross listing.
Educational Travel Courses: Courses designed to be off campus with the content of the course primarily focused on experiences learned on location---involves travel for the faculty and the students as well as extra costs for each. Compensation for instruction is only paid if the activity is for credit (see APR on Educational Travel Activity/Course). These are the only courses that may be cancelled due to insufficient enrollment. All travel courses will be built into Banner as contract courses. (see also section III.)
Other: There may be a rare situation that warrants a varied pay structure not listed above. In that situation the Dean will need to explain the situation and the recommended pay in the text box provided on the Personnel Action Form.
NOTE: All courses available for registration (except for Educational Travel Courses) will be offered if at least one student enrolls.
BONUS PAY (applies to Entrepreneurial courses only): Bonus pay will be applied to entrepreneurial courses when the student tuition received reaches the BSFT. Once that number is reached the faculty member will get $25 per student per credit hour. For example if:
Instructor compensation: BSF = $4800 (BSFT = $5778.72 with fringes)
13 students X 3 hours X $160 = $5760(now meets target)
13 students (now meets BSFT)
14th student generates bonus pay ($25 X 3) = $75.00
Faculty member receives $75 more per student enrolled above 13..
Policy #59 indicates guidelines for summer salary payments from grants and contracts.
Graduate Teaching Assistants (instructor of record): GTAs will be approved by the Graduate School and cost of instruction funded out of summer session tuition generated. GTA compensation is $900 per credit hour.
Graduate Teaching Assistants (not instructor of record): cost is added to the overall cost of instruction for the course to determine the enrollment necessary to break even. For example: tuition generated for the course ≥ (BSFT + assistant pay)
Graduate Research Assistants: GRAs will be approved and funded by the Graduate School, Grants, and/or the Colleges.
Graduate Student Workers: Graduate students who are hired as adjunct workers (not designated as Graduate Teaching or Research Assistants approved by the Graduate School) will be funded by the Colleges.
3. Educational Travel Activity/Course
In cooperation with the Office of International Programs and Services, international/domestic travel activities/courses may be conducted at varied times during the 13 week summer session (beginning the first day of Mini Session and ending on Summer Commencement Day). Guidelines for developing and implementing these courses can be found in APR #20 on the Office of the Provost website at http://www.wcu.edu/10132.asp . These courses will be established as contract courses either for credit or not for credit---depending on the activity.
4. Course Proposals
Courses are proposed as either distance or resident courses regardless of delivery method. All courses proposed for resident summer session should be submitted to the respective dean for approval and final classification (see III. above). When courses are loaded into Banner, the approved classification needs to be identified—guaranteed, contingency, entrepreneurial, experimental, educational travel, independent study or other.
The colleges should involve Educational Outreach and International Programs and Services as appropriate to negotiate support needed for distance and educational travel courses.
The goal is to have all courses entered in Banner by November 30.
Online courses are offered through both distance and resident education. If situations warrant co-listing sections the processes used during the fall and spring terms for distance will apply to summer session.
The tuition/fee rate for each course is based on whether or not the course is part of an approved distance program or an approved resident program.
5. Course Enrollment Guidelines
The formula used to guide enrollment targets is as follows:
(Tuition rate X credit hours X number enrolled) minus faculty compensation ≥ 0
6. Budget Allocations
Following input from respective department chairs, college deans will determine departmental budget allocations for instructional costs. Colleges will be given a specified percentage of the net revenue from Summer Session courses as an incentive to offer courses during Summer Session. In accordance with General Administration policy, these funds may be used to support summer instruction.
The Office of the Provost will determine the net revenue generated from each college after all compensation and expenses have been determined and subtracted. The percentages of net revenue sharing are as follows:
Colleges (prorated according to net revenue generated): 50%
Office of the Provost: 30 %
Colleges with Distance Education courses (prorated)20%
(This 20% is to be distributed among colleges with summer distance education courses prorated according to net revenue generated from distance education offerings)
There will be revenue sharing with the departments based on negotiations with the respective deans.
Academic Success Program (ASP) Budget: The tuition generated from ASP summer courses will be used to pay ASP instructors. The balance of the tuition generated for ASP will be distributed to the ASP budget. These funds will be subtracted from the gross revenue generated by summer session.
7. Additional Course Cost(s)
If additional costs are associated with a course the faculty member will need to create a budget for all expenses to be incurred. The budget needs to specifically lists all expenses and have two parts---one for student expenses and one for faculty expenses. This budget is to be forwarded to the Dean’s office for approval. Once approved the invoices and purchase orders associated with the course are to be completed by the department and sent to the Dean’s office for processing.
8. Faculty Summer CourseLoad (updated 2/7/12)
Teaching assignments are voluntary and not guaranteed for summer session. The need and opportunity for teaching assignments vary among the colleges. Teaching assignments should be made with the primary goal of maintaining the highest standards of academic quality. Actual teaching assignments and overall faculty teaching load are ultimately the responsibility of the Department Head and Dean, who, in addition to considering academic quality, should consider such factors as number of students in each course, overall number of students, faculty member’s history with specific courses being offered, spread of courses among the multiple summer sessions, and number of preparations. In general, a faculty member’s summer load should be consistent with the typical spring or fall load, expressed in SCH or FTE terms. The maximum teaching load is fifteen (15) hours, excluding internships and cooperative education courses. To safeguard academic quality, any exceptions to this maximum load must be justified by the Department Head and approved by the Dean.
In consideration of faculty course load, the maximum total summer instructional salary for faculty, excluding grants and contracts, must comply with university and regulatory policies.
9. Faculty Contract and Payment Process for Resident and Distant Credit Summer Courses
Personnel Action Forms (PAFs) are required on all faculty members teaching in summer session. Faculty contracts need to be attached for all adjunct and one year fixed term faculty members. All PAFs and Contracts (as appropriate) will be executed by the departments/colleges prior to March 28, 2012 and forwarded to the Director of Summer Session in the Office of the Provost. The PAF for a faculty member teaching resident and distance may be done on the same PAF---be sure to indicate the appropriate funding source for distance and resident credit courses on the PAF. These Personnel Action Forms will state the classification (Guaranteed, Contingent, Entrepreneurial, Educational travel, Independent study, Internship I/II/III, Cross-listed or Other) of the course sections being taught as well as a statement that the final compensation is based on course enrollment the day after the drop-add deadline. Faculty compensation that deviates from these guidelines needs to be stipulated in the Special Instructions/Comments box on the PAF provided for clarification of the circumstances. The Director of Summer Session will develop a spreadsheet of all resident credit summer activity. The Director of Summer Session will then forward a copy of the PAFs to HR to ensure that faculty members are coded appropriately in the HR system.